DM1803

GDPR FOCUS: CAPTURE STRATEGIES Dm
"WITH GDPR, THERE IS NO MAGIC BULLET TO COMPLIANCE. THE
SCALE AND COMPLEXITY OF THE VARIOUS FORMS OF DATA WITHIN
ORGANISATIONS TODAY NEEDS AN INTEGRATED APPROACH TO HELP
THEM CAPTURE, PROCESS AND UNDERSTAND WHAT INFORMATION
THEY HOLD. SUCCESSFUL DIGITAL TRANSFORMATION BEGINS WITH
INFORMATION CAPTURE AND AN INFORMATION CAPTURE
ECOSYSTEM COMPRISING SCANNERS, SOFTWARE, SERVICES AND
PARTNERS, AND DESIGNED TO REMOVE COMPLEXITY, PLAYS A PART IN
ENABLING ORGANISATIONS TO ADDRESS REGULATORY COMPLIANCE
REQUIREMENTS AND AVOID THE HEAVY FINES AND REPUTATIONAL
RISK ASSOCIATED WITH NON-COMPLIANCE."
distribute information could have a
negative impact on compliance with the
new GDPR. With paper, it's almost
impossible to know which documents
contain Personal Identifiable Information
(PID), what personal data is currently
stored or where documents containing
PID are located.
In addition, companies are under time
constraints; if a consumer does request
access to their data, they have a month
to complete the request and disclose the
information. This makes the ability to
locate the information in a timely manner
a pressing requirement - one that can be
extremely difficult when paper files and
documents are not stored in a single
repository but likely spread throughout
the organisation, in filing cabinets and
storerooms both on- and off-site.
CAPTURE AT THE EDGE
Centralising paper-based and soft copy
documents into one digital data source
will make it much quicker to locate and
access the data.
According to IDC organisations are
seeing improved regulatory compliance
since deploying technology related to
digitising, automating and optimising
document workflows. In its white paper
'Information Capture: Cornerstone of
Digital Transformation' the analyst
reported that 55 per cent of respondents
to a recently conducted study said they
had improved their record in meeting
regulatory guidelines and seen a
reduction of risk for non-compliance,
while 48 per cent reported better
compliance with mandated security and
privacy regulations within their industry.
With GDPR, there is no magic bullet
to compliance. The scale and
complexity of the various forms of data
within organisations today needs an
integrated approach to help them
capture, process and understand what
information they hold.
Successful digital transformation begins
with information capture and an
information capture ecosystem
comprising scanners, software, services
and partners, and designed to remove
complexity, plays a part in enabling
organisations to address regulatory
compliance requirements and avoid the
heavy fines and reputational risk
associated with non-compliance.
Alaris scanners, proprietary and thirdparty
software solutions and services
are designed to work together, helping
businesses manage their compliance
obligations.
GDPR DISCOVERY
Alaris scanners and bundled software
solutions make it easy to seamlessly
digitise legacy files as well as capture
new information as it enters an
organisation. However, the ability to
find, classify and monitor all paper
containing personal data is critical to
GDPR management. Software providers
Folding Space offer an automated, easy
to use software programme, GDPR
Discovery, which can assist organisations
in avoiding the heavy fines and
reputational risk associated with noncompliance.
Preparation is key to GDPR
compliance, and the months leading up
to its implementation will be crucial for
any business. It is a perfect opportunity
for organisations to check procedures for
handling data: how you would react if
someone asks to have their personal
data deleted, for example? Would your
systems help you to locate and delete
the data?
Many businesses will still be unclear as
to what steps they can take to prepare,
with some worried that GDPR will make
their jobs more difficult. It is vital that
organisations consult with their IT
solution provider amongst others, as to
the possible ways to prepare for GDPR.
There are many steps - such as the
capture and processing of existing data
that has been discussed here - that they
can initiate now to get the process
underway.
More info: www.kodakalaris.com/engb/b2b
www.document-manager.com
March/April 2018
@DMMagAndAwards
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